Exhibitor Terms & Conditions

Applications to exhibit are subject to the criteria below. Exhibits may not be inconsistent with the professional nature and goals of the event. 

The criteria shall include: 

Deposit is needed to secure an exhibit booth. 

Exhibit fees must be paid in full prior to the show. 

The Association reserves the right to request a description of company, products and/or services. 

All exhibitor booth representatives must adhere to the NJVMA’s Exhibitor Policies. Exhibit space is not intended for airing views of a controversial social, political, or professional nature. In addition, the Association reserves the right to decline exhibit requests from companies exhibiting products and services that could be considered inconsistent with the intent of the event. 

The NJVMA reserves the right to determine the eligibility of any exhibit for inclusion in its Conference, either before or after the proper execution of the Contract for Exhibit Space. Products and services to be exhibited must be directly related to veterinary medicine or it must enhance our Exhibit Hall. The NJVMA reserves the right to require modification of any exhibit. NJVMA’s acceptance of an Exhibitor does not constitute an endorsement of that organization’s products and/or services. 

It is agreed that the Exhibitor will abide by the rules and regulations cited during and after the exhibit and by other reasonable rules considered necessary by the Association or Hotel provided that these rules do not materially alter the Exhibitor’s contractual rights. All matters and questions not covered by these regulations are at the decision of Show Management. These regulations may be amended at any time by the Association, and all amendments that may be so made shall be equally binding upon publication on all parties affected by them, as are the original regulations. Exhibitor agrees to adhere to the space restrictions as defined in the ‘Exhibit Opportunity’ section of this Exhibitor Prospectus. Failure to comply may result in the termination of Exhibit privileges, at the discretion of Show Management. In such cases, no refund of Exhibitor fees will be offered. Exhibitor gives consent for an official professional photographer hired by the NJVMA to take photographs during the conference of company’s booth and exhibitor registrants and that the NJVMA may use them in future instances such as on the NJVMA website, publications, articles, blast emails, and anywhere else they see fit. Exhibitors and sponsors may not hold events outside the scope of the NJVMA meeting which coincides with the NJVMA event, or in the NJVMA conference hotel without permission from the NJVMA. 

Space assignment shall be as indicated on the exhibit space floorplan, which will be included with your confirmation and Exhibitor manual. However, should conditions or situations warrant, Show Management reserves the right to rearrange Exhibitors or adjust the floorplan to accommodate the best interests of the show. The floorplan maintained by Show Management shall be the official floorplan. Changes may occur at any time to accommodate show needs. 

The Exhibitor agrees to comply with and be bound by all laws of the United States, the state and city where the exhibit is held, and wherever applicable, all rules and regulations of the police department and fire department and those policies and criteria which have been established by the Hotel for use of the designated exhibit area. 

The Exhibitor must conform to all standard fire codes. Combustible materials or explosives are not permitted in or around the exhibit areas. Displays must not block view of, or impede access to, fire alarm boxes, fire hose cabinets, fire extinguishers, or other safety equipment. No smoking is allowed at any NJVMA Conference. 

Neither Show Management nor the Hotel shall be responsible for any damage or injury that may happen to the Exhibitor or its agents, employees, or property from any cause whatsoever, except the gross negligence or willful misconduct of Show Management, or employees, arising out of Show Management’s duties and responsibilities under the agreement. The Exhibitor expressly releases Show Management and the Hotel, its directors, officers, agents, and/or employees, from any such loss, damage or injury. 

Show Management and the Exhibitor agree to waive the right of subrogation by their insurance carriers to recover loss sustained under the respective insurance contracts for real and personal property. 

Show management, its staff, employees, or agents assume no responsibility or liability whatsoever in matters relating to restrictions imposed on any Exhibitor by any governmental agency. The Exhibitor is responsible for any and all demands on account of any injury or death, or damage to property occurring in or upon any portion of the hotel leased or used by the Exhibitor, or its employees, representatives, agents, licensees, invitees, patrons, guests, or contractors. The Exhibitor shall defend, indemnify and hold harmless the NJVMA, Professional Management Associates, LLC, and its officers, employees, and agents from and against any and all claims, demands, actions, causes of action, penalties, judgment, and liability of every kind and description (including court costs and reasonable attorney’s fee) for injury to and death of persons and/ or damage to or any loss of property which are caused by, a rise from, or grow out of the Exhibitor’s use or occupancy of the premises or from any breach by the Exhibitor of any condition of this contract, or from any act or omission of the Exhibitor, or its employees, representatives, agents, invitees, patrons, guests, licensees, or contractors. 

Potential exhibitors are advised that contests, lotteries, raffles, and games of chance may not be conducted without prior approval of the Association and appropriate authorities. All business activities of the Exhibitor must be within the Exhibitor’s assigned space. Each exhibit must be staffed at all times during Exhibit Hall hours by bona fide employees or representatives of the exhibiting company. The NJVMA reserves the right to restrict exhibits that, for any reason, become objectionable. The NJVMA reserves the right to prohibit or evict any exhibit that, in the opinion of the NJVMA leadership, detracts from the character of the conference. In the event of such restrictions or evictions, the NJVMA is not liable for any refunds or rentals or other exhibit expenses. 

Literature distribution is limited to the Exhibitor’s assigned booth and will not be permitted in any other part of the Exhibit Hall, meeting rooms or other areas of the hotel. NJVMA reserves the right to immediately dispose of any and all unauthorized materials found outside of an Exhibitor’s assigned space(s). Questions concerning the appropriateness of any promotional materials or activities should be directed to NJVMA Staff, who will work with NJVMA leadership. Any conference attendee may advise NJVMA staff of irregularities observed in the exhibit areas, such as unauthorized solicitation or other objectionable activity. 

Exhibitors shall care for and keep in good order the space occupied. The contractor will vacuum carpets and aisles once each day during closed hours, but this service does not include individual exhibit areas, dusting or any special cleaning. Exhibitors must surrender occupied space to the management in the same condition as it was at the commencement of occupation. If the space occupied or equipment furnished to the Exhibitor is damaged by the Exhibitor, its agents or employees, the Exhibitor, on demand, shall pay such sum as shall be necessary to restore said space or equipment to the same condition as it was when first occupied or received by the Exhibitor. No early dismantling of exhibits will be permitted. 

Booth subleasing is strictly forbidden. Only the Exhibitor identified on the registration form is permitted to exhibit at the booth. 

Non-exhibiting suppliers may not “suitcase” the show, approach attendees and exhibitors for the purpose of informing about products/services, or sell their products in the aisles. This practice is prohibited by event regulations. Anyone who is observed approaching attendees anywhere at the meeting including in the aisle or in an Exhibitor’s booth, who is not a legitimate Exhibitor, should be reported to Event Management. The non-exhibitor will then be asked to curtail this activity or to exit the event. These measures will be strictly enforced with the intent of preserving the integrity of the event and maintaining a good relationship between attendee and Exhibitor.